What is a Grant?
A research grant is awarded to a faculty member to support her ongoing research interest. Normally there are no, or only very few, conditions associated with the award. The researcher is free to decide on the course of her research and to use the funds accordingly subject only to the general conditions of the sponsor and the policies of the University. Awards are made on the basis of the reputation of the researcher and the scholarly merits of her application.
Applications in this category include those to the National Granting Councils (Natural Sciences and Engineering Research Council, Social Science and Humanities Research Council, Canadian Institutes of Health Research) and to other research sponsors with published grants-in-aid of research programs. Business and industrial sponsors may also make funds available to support research on the above terms.
What is a Grant-in-Aid?
A grant-in-aid is awarded to an individual researcher or group of researchers in support of research that is entirely directed by the researchers. Minimal conditions are associated with the award. There are no specific requirements for transfer of results or intellectual property rights to the grantor. Furthermore, no specific result is expected or required by the sponsor and there is no limitation on publication of results.
The use of grant-in-aid funds is restricted only by the policies of the University. There are no direct or indirect reimbursements to faculty researchers. A grant-in-aid offers advanced payment with no requirement for invoicing or administrative reporting.
A template Grant-in-Aid agreement is available from the Office of Research.
How to Apply
1. Download the necessay application forms
Most application forms and information on specific research sponsors are available from sponsors' websites. If you cannot find an application form you are looking for, please contact an Office of Research Grants Officer (refer to sidebar).
2. Prepare the proposal
The quality of the proposal is extremely important and of increasing significance as competition increases for limited agency funds. A hurriedly prepared application seldom does justice to the research proposal or to the reputation of the faculty member. It is strongly recommended that the application be drafted well in advance andthat the researcher ask his/her colleagues for a critical constructive review of the proposal and that he/she then refine the draft into final proposal form.
It is the applicant's responsibility to read through all proposals and applications and sponsor program guidelines carefully to ensure that all supporting letters, documents, budgets and required signatures are in place before submitting the application to a Grants Officer for review, final University Signature, and processing. The formation of the proposal shoudl be as described by the sponsor or similar to the suggested proposal format.
3. Prepare the budget
The formation should be as described by the sponsor or similar to the suggested budget format. Further details on specific sections of the budget are available below:
The published agency conditions should be consulted so that budget items and salary rates included conform with these conditions. University salary levels and personnel regulations apply to employees on research grants along with the specific personnel guidelines in the agency conditions for award.
Benefits and Vacation Credits
It is important that, in addition to the salaries of employees paid from research grants, the employer's share of the cost of fringe benefits and vacation credits is included in the proposed budget. These costs may be determined by taking an appropriate percentage of the salary. The current percentages are posted by Financial Services and available from the Office of Research.
Animal Holding Costs
The Director of Animal Care Services will provide the current rates and any assistance necessary to estimate the animal holding costs in the Central Animal Facility.
Installation of Equipment
The applicant and Department Chair are responsible for ensuring that the installation of proposed equipment and special facilities are feasible and that the costs are covered by existing funds or are in the application. Physical Resources will assist in estimating the costs.
Space requirements should be discussed with the Department Chair to ensure that the research can be carried out if the funds are awarded.
All costs associated with the rental, purchase, operation and servicing of a vehicle needed for the research must be provided for in the research project budget. Physical Resources will provide information and assistance in estimating leasing and operating costs.
4. Obtain University approval
5. Submit the proposal
When submitting an application or proposal to the Office of Research, please bring the following documents to the appropriate Grants Officer by the internal deadline*:
- The complete, signed, original application
- One additional copy of the complete, signed application
- A complete, signed OR-5 Research Proposal Approval form as per step 4 above
* Where an internal deadline is not given, please allow us 5 working days before the deadline to review documents and to obtain University approval
The Principal Investigator is responsible for providing directly to the sponsor any progress reports or final reports required under the conditions of the grant. Even if the sponsor does not specifically request reports, it is recommended that a final report be forwarded.